If you think you need specialized software like Visio to build an organization chart, think again. You can create an organizational chart with SmartArt in Word quickly and easily. Nobody will even be able to tell the difference. Whether you need to email it, save it as a PDF, or insert it into a PowerPoint, Word has you covered.

Learn how to create a clean, professional organizational chart from SmartArt in Word without extra tools—or extra headaches!

Getting Started: Change Your Page Orientation

First things first. Organizational charts typically run wide, thanks to the structure of departments reporting horizontally under a CEO or other leadership. So, it’s helpful to change the page orientation to landscape.

Here’s how:

  1. Go to the Layout tab.
  2. Click Orientation.
  3. Select Landscape.

This step gives you enough space for your chart to spread out horizontally. You’ll thank yourself later.

RELATED TOPIC: How to Create Portrait and Landscape Pages in the Same Word Document

Inserting SmartArt for Your Organizational Chart in Word

SmartArt is a powerful feature in Word that makes complex visuals easier to build—no graphic design skills required.

  1. Go to the Insert tab.
  2. Click SmartArt.
  3. In the dialog box, you will see many different styles like lists, cycles, and processes. For an organizational chart, you’ll want to select Hierarchy.
  4. Choose a structure that works for your needs. If you want to include job titles and names, Word provides options for that. For simplicity in this example, we’ll just go with a Title template.
  5. Click OK and Word will automatically insert a basic chart into your document.

Customizing the Organizational Chart in Word

Once you insert the SmartArt, editing and organizing the organizational chart it is straightforward.

Adding and Editing Roles

To start naming positions, you can either click directly in the boxes or use Word’s text pane:

  1. Click the small arrow on the side of the SmartArt to open the text pane.
  2. Enter the primary position, like CEO, in the top box.
  3. Move down the line by hitting Enter and typing the next position. For example, under the CEO, you might input roles like CFO, CIO, and CHRO.

If you need to create a subrole, like reporting positions under a department head, use the Tab key to indent. This will move that position under the main role. For example:

  • CFO ➡️ Controller ➡️ Accounts Payable
  • CIO ➡️ Director of IT ➡️ Software Developer

Use Shift + Tab to move a position back up a level if needed.

The flexibility with this system allows you to recreate C-suite organizations, VP-driven organizations, or almost any hierarchy.

Resizing and Organizing

As more positions are added, the boxes will get smaller to fit. No worries, though, you can adjust the size easily:

  1. Drag the chart out by pulling the edges of the boxes. Make sure not to pull it off the page—use Ctrl + Z if you accidentally do.
  2. For precision, go to the Format tab and adjust the Height and Width sliders.

This keeps your organizational chart in Word looking clean and organized, even as it grows.

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Adjusting the Style and Colors

Now that your org chart is set up, it’s time to make it look professional.

  1. Go to the SmartArt Design tab to access different styling options. You can choose to add effects like beveled edges, shadows, or choose a 3D style. Keep it simple for clarity.
  2. Want to customize the colors? Click the Change Colors button, and select Colorful or pick specific colors that align with your company’s branding.

If you want full control over the color palette:

  1. Individually select a box, then go to the Format tab.
  2. Change the color by selecting Shape Fill.

Repeat this for each box to create a consistent look.

Saving and Sharing Your Organizational Chart in Word

Once your organizational chart is designed to your satisfaction, there are a few different ways to save and share it.

Save as a Word Document for Editing

Simply click File > Save As and save it as a Word document. This allows you to come back and make easy edits later.

Save as a PDF

If you need to send the org chart in an email or share it in a way that doesn’t allow people to edit it, save it as a PDF:

  1. Go to File > Save As.
  2. In the Save as type dropdown, select PDF.
  3. Save it to your desired location, and your professional-looking PDF is ready to go.

Save as an Image

Need to put the org chart in a presentation or document like PowerPoint? No problem. You can save your chart as an image:

  1. Right-click on the SmartArt.
  2. Choose Save as Picture.
  3. Select JPEG or PNG as the format.

Now you can easily insert the chart into PowerPoint (or any other program) with the highest quality.

RELATED TOPIC: How to Edit a PDF in Microsoft Word

Conclusion

Creating an organizational chart with SmartArt in Word is quick, customizable, and surprisingly powerful. You don’t need Vizio to make a pro-level org chart that impresses. Just use the SmartArt feature in Word, tweak it to meet your needs, and save it in the format that works best for your project.

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